Admin Training 5: Add Users and Assign Their Location and Department (Email Only)

Bring your team into Vacation Tracker, then make sure each person is in the right Location and Department with the right balance.

Decide First

• Department and Location: create them first, so you can put each person in the right place as you add them.
• Invites: send them now, or create users first and invite them later, for example before their start date.
• How many: type in a few people, or use the bulk template for larger groups.

Create Users

1. In the left-hand menu, under Team & Approval Flows, click Users, then Create Users.
2. Enter each person's Name and Email address, and choose their Department and Location. Click Add User to add more rows.
3. Choose whether to send invites now. With Yes, each person gets an email to accept the invite and create a password.
4. For a larger group, under Import Multiple Users, download the CSV Template or Excel Template, fill it in and click Upload File. The limit is 500 users per file.
5. Click Review and Submit.

Put Each Person in the Right Place

1. Open a user from the Users page.
2. Under User Profile, click Edit.
3. Set the Department, Location and Employee Since date, then click Update.

Check Starting Balances

On the user's profile, Leave quotas shows Brought Forward + Quota - Used = Remaining for each Leave Type. To add balances people bring from a previous system, use Workspace Settings > Bulk Uploads > Initial Brought Forward.

Check It Worked

• On the Users page, filter by each Location and each Department. The right people appear in each.
• The Leave balances tab shows the quota and balance you expect for each Leave Type.

Common Questions